Senior Supply Chain Coordinator at Plan International

Provides supervision to 

• Supply Chain Coordinators
• Dotted line to Supply Chain Coordinators at Program Area level

ROLE PURPOSE

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

The Senior Supply Chain Coordinator will be responsible for management and oversight of the supply chain function in Plan Kenya including Shared Services with other Plan entities.

Dimensions of the Role

Provides overall coordination for country supply chain management and shared services in compliance with Plan’s global policies, best practices, local regulations and business needs. A matrix management line will be maintained with supply chain staff in program areas.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Accountabilities

Supply Chain Coordination – 40%

• Oversee management of supply chain functions to ensure value for money to the organization.
• Ensure transparency and integrity in the supply chain processes in line with Plan policies and guidelines.
• Coordinate development and monitoring of a country procurement plan and reporting.
• Approve the execution of stock- and purchase requisitions following the organization’s endorsed guidelines and escalation when required;
• Perform periodic reviews of the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.
• Support shared services with other Plan entities.
• Coordinates importation and customs clearance in liaison with other key staff.
• Maintain and update the supplier database which is able to adequately serve the business needs.
• Advice on grants compliance policies specific to individual donors.
• Prepare and share periodic reports to inform management decisions.

• Provide technical support to staff on procurement processes and procedures.

Tendering & Award Process – 20%

• Prepare purchase orders and contracts, ensure all approvals are obtained and services rendered.

• Oversee the tendering committee in the review, update and implementation of the supplier sourcing process.
• In liaison with the tender committee, oversee open and closed tender procedures and performs bid analysis and filing.
• Provide technical guidance to the requesters on offers received and best services to be procured taking cognizance of value for money, specifications and quality issues in compliance with set policy guidelines.
• Coordinate and ensure optimal interface between the supply chain and business units for efficient customer service delivery.

Contract Management – 20%

• Monitor and follow through on commitments and reporting
• Ensure contractual obligations are adhered to by all parties and reviewed when need arises.
• Resolve contract related issues from service providers and users/clients.
• Coordinate contract review and renewals.
• Develop Key Performance Indicators and assessment tools for contractors/vendors to ensure fit for purpose products and services.

People Management – 15 %

• Provide leadership to the supply chain team.
• Team performance management process.
• Capacity build supply chain staff on procurement processes and procedures

Others – 5 %

• Participate in program meetings
• Provide orientation for new staff

Technical expertise, skills and knowledge

Education and Professional Qualifications:

• Degree in procurement and supplies management, Business Management or relevant training in Logistics procedures and systems.
• CIPS accreditation

Essential

• Minimum (5) years of progressive NGO experience in procurement, contract management, administration or related area.
• Experience in the supply chain modules of any ERP.
• Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements.
• Strong negotiation and networking skills.
• Presentational skills and problem solving prowess in a complex work environment is critical.
• Willingness to learn and ability to work in a collaborative and inclusive manner.

Desirable

• Knowledge of SAP

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

      We are inclusive and empowering

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

Moderate travel to field offices. (30%)

Level of contact with children

Low contact: No contact or very low frequency of interaction.